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How to View Customer Payments & Balances
How to View Customer Payments & Balances

Learn the two ways to view balances and print Accounts Receivable reports

Serena Edwards avatar
Written by Serena Edwards
Updated over 2 months ago

There are several ways to see a Customer’s balance:

A/R Aging Report

Go to the Reports page and then A/R Aging. This Report shows all balances (in red) and credits (in green) and how past due each balance is.

Here’s what you can view this Report:

  • Account Names (Primary and/or Secondary Account Holders)

  • Contact info - Click the contact info icon to call or email the Account Holder

  • Total current balance (first column under "Total")

  • Balance that is 0 - 30 days old

  • Balance that is 30-60 days old

  • Balance that is more than 90 days old

Here’s what you can on this Report:

  • Choose a back date using the date picker (clock icon)

  • Send text messages to everyone on the Report by clicking the SMS bubble

  • Click the email icon to copy everyone’s email addresses

  • Export the Report (into a CSV/spreadsheet)

  • Click Past Due Notices to print or save past due notices

  • Print the Report (see how to print as a PDF here)

Invoices Page

Go to the Invoices page. Here, you can view the following:

  • Current Invoices

  • Paid Invoices

  • Future Invoices

To view past due or “due now” Invoices, follow these steps:

  1. Ensure you are in the proper Location (if you have more than one) in the upper-right corner.

  2. Change the dates in the Calendar.

  3. Click on the “Current Invoices” box to see Invoices that are either past due or due now.

    view current invoices in Enrollsy

Here's what you can do on this page:

  • Select Invoices on the left to print or export them

  • Click on “Edit” on the right to view additional details of that Invoice

  • Click on the Primary Account Holder’s name to go to that Account’s Billing page

  • Click on the Enrollee’s name to go to that Enrollee’s timeline

  • Click on the Class to go to that Class (on the Classes page)

  • You can also see who has Auto-Pay on or off. If it says "Credit Card" or "ACH," it means Auto-Pay is on for that payment method. Otherwise, it will say "Off."

A/R Payments Summary

Go to the Reports page and then A/R Payments. This Report shows all the payments (in green) for those with balances for the last three or 12 months.

Here’s what you can view this Report:

  • Account Names (Primary and/or Secondary Account Holders)

  • Contact info - Click the contact info icon to call or email the Account Holder

  • Payments made in the last 3/12 months, depending on the timeframe chosen

  • Click on the down arrow beside the Payments to see more details

  • Total current balance (last column)

Here’s what you can do on this Report:

  • Send text messages to everyone on the Report by clicking the SMS bubble

  • Click the email icon to copy everyone’s email addresses

Enrollee Table Page

You can also create custom Reports on the Enrollee Table page that includes the following:

  • Sorting columns based on balances

  • Sending text messages (for past due notices, for example)

Follow these steps:

  • Click on Columns at the top and ensure “Balance” is checked under “Account"

  • Click Balance” twice to reorder the red balances to the top

  • Select the accounts you want to send a text message to, then click the bulk SMS icon

  • Click the email icon to copy all their email addresses, paste them into your BCC field, and send a message to your email account

If you’re sending an overdue balance message, here is an example:

“You have an overdue balance. Please log in to [LINK TO ACCOUNT LOGIN] to pay your balance.”

Transaction Report

On the Reports page, click on Transactions. If you have more than one Location, choose All Locations or a specific Location in the upper-right corner. Enter the dates you want to see transactions for and click Submit.

Once you select the date range, the transactions are categorized in columns of transaction type:

  • Checks

  • Cash

  • Credit Card

  • ACH

  • Refunds

  • Charges

  • Credits

Click on the down arrow beside any of the columns to see all the transactions that happened on that day. For example, in the screenshot below, by clicking on the down arrow beside the charges "$300.90," you can view all the charges that made up that total.

You can print the results in a readable format by clicking the printer icon. Or you can export this list to a ".csv" file by clicking on the export icon. The following are the headings that are exported and can be sorted and filtered in any spreadsheet program:

  • Amount - The dollar amount of the transaction

  • Last 4 of the credit card number

  • Payment Type - Charge, Credit, ACH, Credit Card, Refund, etc.

  • Posted Date - Date the transaction was posted

  • Posted By - Account Holder name, Admin name, or "Enrollsy" for automated transactions

  • Private Comment - Any comments that can be viewed by the Account Holders

  • Invoice Memo - Any internal comments

  • ACH Status - Shows ACH transaction statuses (i.e., pending, settled, rejected)

  • Items - The specific Charge Item name or Discount Item name (i.e. "Tuition," "Sibling Discount")

  • Classification - The company name

  • Account Email - The Primary Account Holder's email address

  • Account Name - The Primary Account Holder's first and last name

  • Enrollee Name - The Enrollee's first and last name

  • Program - The Program name associated with the transaction (if any)

  • "first10Classes - The first 10 Classes the Enrollee is enrolled in associated with the transaction (if any)

  • Location - The location the Enrollee is enrolled in

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